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New York District of Circle K International

Club Building Committee Presents:

2012-2013 Club Building Guide

Your one stop guide to help you

charter the newest Circle K in the New York District!

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Table of Contents

Committee Chair’s Welcome………………………………………………….3

What is Circle K?………………………………………………………………….4

Chartering Checklist……………………………………………………………..6

Checklist Explained………………………………………………………………7

What are all these fees?………………………….……………………………10

Your Interest Meetings………………………………………………………….11

Your Organizational Meeting…………………………………………………12

Now What?……………………………………………………………………….13

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Committee Chair’s Welcome

Hello Prospective CKI Member!

My name is Dylan Gross, and for the 2012-

2013 service year, I will be serving as the NYCKI

Club Building Committee Chair. My job is to help

interested members like you bring Circle K to a

campus that may not yet have one, and this

guide is the first step!

If you’re reading this, you’ve contacted

either Governor Corey or me, and we are

extremely excited to hear that you would like to

charter this club. This guide has been created to

give you a step-by-step guide on how to

complete the chartering process, which could be

one of the easiest things ever if you put the work

in. I am the proud charter president of the Five

Towns College CKI, and I could not be happier

with the friends I have made, and the

opportunities I have had.

For a successful chartering, you should

follow this guide and update Governor Corey,

your Lieutenant Governor, your sponsoring Kiwanis

and myself with each milestone you reach in your

chartering process. Do not be afraid to ask any of

us questions, because that is what we are here for!

Best of luck, and happy chartering!

Yours in service,

Dylan Gross

President, Five Towns CKI

Chair, Club Building Committee

516-444-2831 | Dylan.Gross@NYCircleK.org

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What is Circle K?

Circle K is the largest and oldest student-led service organization for

collegiate and university students in the world. As a member of the Kiwanis

Family, working with K-Kids (for elementary schools,) Builders Club (for middle

schools,) Key Club (for high schoolers,) other Circle K clubs (for colleges,) Aktion

Club (for adults with disabilities,) and Kiwanis (for adults,) our networking

opportunities, and our chances to serve are extremely abundant.

Each year, Circle K’ers everywhere from around CKI produce thousands

of hours of service, and donates thousands of dollars to money to various

charities. Each Circle K decides what service they choose to do, decide what

they want to financially support, and decide how they want to

run their own club. When you join Circle K, you’re

joining a family that has the same interests as you, and

wants to work towards a common goal with you.

By chartering the newest Circle K club, you are

telling us you want to be a part of what we are

involved with, and we are extremely excited to be

working with you, and your board new club, which we

will help you charter!

The structure of Circle K is one that is very interesting. With our three

tenants of service, leadership, and fellowship, we have many different

opportunities to provide service, hold a leadership position, and to get to know

your fellow Circle K members in your club, your division, your District and Circle K

International.

A bit confused on what all of those things were? Don’t worry about it!

Everything that you need to know will be outlined for you on the next few pages,

so that once you are a full-fledged member of our great organization, you will

know what everything means!

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What’s a Division? A division is a grouping of clubs within a district which work closely together to

reach goals and serve. Divisions are usually set up in sync with their sponsoing

Kiwanis Division(s,) or a regiional area that is close together. In the New York

District, we have nine divisions: Capital, Central Lakes, Empire, Hudson, Liberty,

Long Island, Northern, Southern Tier and Western.

What’s a District? A District is a state, or a group of states/countries. The job of the District is to

make sure clubs are involved, and to make sure that news from International is

being passed down to the clubs. The District is also responsible for holding

service events (District Large Scale Service Project in September,) fellowship

events (New York Speaking in November,) and leadership events (District

Convention in March.) The executive officer is the Governor. Other offiecers

include the Secretary, Treasurer, Editor, Lietuenant Governors for each division,

and Committee Chairs for various committees.

What’s International? Circle K International is the entire organization as a whole. The board comprises

of the President, Vice President, and seven Representatives. Each officer has

separate duties which make up the organization. They are elected yearly at the

International Convention, and work with each individual District to make our

organization the strongest it could be.

The New York District is a member of Subregion F, which is also made up by the

Eastern Canada District, the New England District, the New Jersey District and us.

Club

(Club Officers, Members)

District

(Governor, Secretary, Treasurer, Editor, Lieutenant Governors,

Committee Chairs)

International

(President, Vice President, Seven Representatives)

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New York District Chartering Checklist

Feel free to interpret any of these steps as it works for you. Everyone’s

chartering process is different, find what works for you!

1. Contact the appropriate New York District Officers to establish

contact.

2. Work with the Club Building Chair to find your local Kiwanis and

prepare a presentation.

3. Present your proposal to Kiwanis.

4. Print out Petition for Club Charter

5. Hold a meeting with Student Activities.

6. Find advisors.

7. Hold 1-2 Interest Meetings, whith service projects attached.

8. Hold an organizational meeting.

9. Send Petition for Charter to Kiwanis International.

10. Hold regular meetings and service projects.

11. Plan Chartering Ceremony.

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Checklist Explained

1) You’ve got connections! You have three people who are more than

excited to help you charter your club. That’s District Governor Corey

Oses, Club Building Chair Dylan Gross, and your Lieutenant Governor.

When you decide to charter a Circle K, you should send an email to

Governor Corey at Corey.Oses@nycirclek.org, and Club Building Chair

Dylan AT Dylan.Gross@nycirclek.org. We will put you in contact with your

Lieutenant Governor as well!

2) After you’ve established contact with these individuals, the Club Building

Chair will help you locate the closest Kiwanis club to you, and help you

create a presentation that will help you ask them for support. We will

order you free promotional materials, and make sure that you’re all ready

to present. We’ll also give you the contact information for your local

Kiwanis, so that you can set up the date and start a line of

communication.

3) Great! You’ve set up the date, and have prepared your presentation. It’s

now time to make your presentation! Make sure to look your best (dress in

business professional,) and to hand out your materials after your speech,

so your audience is fully focused on you and not reading your panphlets,

fliers, or whatever else you have brought. Make sure your Kiwanis club is

aware of the chartering fee, (which is discussed later in this resource,) and

see if, once they agree to sponsor you, they can help you with the yearly

club fee (which is also discussed later in this resource.)

4) Now that you’ve made your presentation, you should print out the Petition

for Club Charter, which you can find at http://issuu.com/dylan.nycki, and

review the paperwork so you know what you need to do next.

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5) Once you’ve met with your Kiwanis Club, it’s now time to check with the

Student Activities Office to see what their requirements are. It is much

more professional and formal to meet with them one-on-one instead of

just picking up a form, so schedule a meeting with them and introduce

them to the world of CKI.

6) Now that you’ve figured out what your school’s requirements are for

becoming a recognized club on campus, it is time for find an advisor.

Your Kiwanis will appoint a Kiwanis Advisor, but it is up to you to find a

faculty advisor. Ask your Student Activities Office if they have a

suggestion. If not, check to see if one of your professors would be

interested. Your Faculty Advisor should be someone who enjoys service

and gets along well with students.

7) Now comes the difficult part – finding interested members! Start with your

friends. Tell them what you’re trying to do and convince them to come to

your meeting. Besides that, you should hang fliers, make a facebook

event, do whatever takes to make sure your student body knows about it.

Secure some food donations (free food will ALWAYS draw attention,) and

have a service project at the end of your meeting. Hold about two of

these to see who is truly interested, with or without free food. If you have

less than 1,000 students, you need 15 minumum, meanwhile if you have

over 1,000, you need to have 20 students.

8) Once you have gained enough membership to satisfy both your school

and Circle K International, hold your organizational meeting! Promote this

meeting at both interest meetings, and make sure everyone attends. At

this meeting, hold your Officer Elections, have your paperwork filled out.

You should invite your Lieutenant Governor, your Faculty Advisor, your

Kiwanis President and your Kiwanis advisor.

9) Once your paperwork has been fully completed and you have the check,

make two copies of each (just to be safe.) Send the Petition to Charter

and the check, via certified, return-receipt mail to:

Kiwanis International; ATTN: SOAP Membership Development

3636 Woodview Trace, Indianapolis, IN.N. 46268-3196

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NB: You are making three copies of the chartering papers so you have a copy

on file in case anyone askes, a copy in case Kiwanis International misplaces it,

and a copy for the District Administrator

10) Now that your paperwork has bveen sent in, all you need to do is wait. In

the meantime, you should start holding your weekly meetings with your

club and planning service projects. A custom for some clubs is doing a

service project in every meetings, and then things outside of contact.

Keep in touch with your Lieutenant Governor abiut divisional events and

attend as much as you can.

11) Once you have received word from Kiwanis International that you have

been officiall chartered, it is time to plan your chartering ceremony! There

is a separate resource just for this, so check out the Issuu page for that!

REMEMBER! It’s important that throughout the chartering process that you

keep in touch with the District Governor, your Lieutenant

Governor, the Club Building Chair and your sponsoring

Kiwanis Club with every achievement that you make when

you’re in the chartering process. We want to make ourselves

available to you, but cannot do that without knowing how

you’re doing!

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What are all these fees?

Although we are a community service organization, we have many dues

that are needed in order to keep your Circle K club involved and successful.

The breakdown of these fees is explained to you to help you understand.

Chartering Fee – This fee, paid by your Kiwanis club, is for many perks that your club

gets for it’s first service year as a club. Your charter fee (regardless of size of

school) is either $600 or $400, depending on what your Kiwanis would like. You

can check out what you receive with each option by checking out the Peitition

to Charter file at www.issuu.com/dylan.nycki.

Yearly Club Fee – In order to bring down the cost of individual per/member dues,

Circle K International instituted a yearly club fee. It is suggested that each club

can see if they can work with their Kiwanis Club to cut down the cost. Club Fee

changes with the size and enrollment with the school. At the time of charter,

check with your Student Activities Office to see what the enrollment of your

school is.

4-year institution with over 1,000 students = $600

2 or 4-year institution with less than 1,000 students = $450

Dues – This is a fee that your club pay must pay each year in order to be in “good

standing” with Circle K International, which means that you have paid dues by

December 1. Dues cost differs between District. In the New York District, dues

per member are only $8, and are paid from October 1 – December 1. You

charge dues for your club (don’t add more than the District dues…so you can

charge a maximum of $16 per member.) Dues are FREE your first year!

Make sure that when chartering with Kiwanis, you discuss all of this information

with them with your presentation. Let them know that the chartering fee is $600,

and you will be planning on working with them to bring down the cost of the

yearly club fee from the club.

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Your Interest Meetings

So you’ve made it to the point where you’ve gotten the ok from your

Kiwanis club. Congratulations! However, there is still more to be done. You now

have to gain enough membership to satisfy your school’s membership

requirements, and Circle K’s membership requirements. These meetings should

be fun, easy and should include a service project. At these meetings, go over a

little bit of what Circle K is, have an icebreaker, and maybe some food if you

can.

Interest Meeting Checklist

Select a date and time for your interest meeting.

Work with your Student Activities Office to find a room and fill out a Space

Request Form.

Work with your Kiwanis Club to see if they can help you bring food into

your meeting.

Plan your icebreaker (a game to break the tension,) and your in-meeting

service projects (you can find these on Google.)

Hold your interest meetings, take names and emails so you can remind

them about the next one!

Repeat these steps to hold your second interest meeting.

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Your Organizational Meeting

Now that you’ve had your interest meetings, and you have met the

membership requirements for your school and for Circle K International, it’s time

for you to hold you organizational meeting. At this meeting, you’ll need:

1. All interested members.

2. Kiwanis Advisor.

3. Faculty Advisor.

4. Director of Student Activities.

5. Kiwanis President.

Now the purpose of these meetings, unlike your interest meetings is to take

care of the paperwork that has to be submitted to Kiwanis International in order

for you to charter. Extremely important things to be taken care of are:

1. Officer Elections.

2. Ensuring Kiwanis Agreement to Sponsor is fully filled out.

3. Ensuring School Agreement to Sponsor is fully filled out.

4. Ensuring each member sings and writes their name on the paperwork.

5. Ensuring the check is included in the envelope.

Once This is over, make two copies of the paperwor and the check.

1. To send to Kiwanis International.

2. To have just in case something goes awry with the process.

Make sure that you send your envelope via certified, return-receipt mail to:

Kiwanis International

ATTN: SOAP Membership Development

3636 Woodview Trace

Indianapolis, IN. 46268-3196

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Now What?

Congratulations! You’ve now completed the chartering process, and you

should now hole your weekly/bi-weekly meetings, and start holding regular

service projects, because in a few weeks, you will ber an official club of Circle K

International! You and your members will be the newest club in NYCKI for a

while,l and we’d like to welcome you to the club!

In a afew weeks, you will hear from the International Office that you have

officially been chartered! They will give you your club number, and will send

your chartering materials to your Kiwanis Advisor (gong, gavel, banner, pins,

membership handbooks, membership cards, etc.) Once you’ve heard about

this, it’s time to plan your chartering ceremony!

Normally, we would go through that here, but we want to give you a

break from reading. When you have heard from the International Office, make

sure to head on over to www.issuu.com/dylan.nycki and check out the “Charter

Ceremony Planning Guide” to see what you have to do (don’t worry, it’s really

easy!)

DURING THE CHARTERING PROCESS,

DON’T FORGET TO KEEP IN CONSTANT CONTACT WITH:

District Governor Corey Oses Club Building Chair Dylan Gross

Corey.Oses@nycirclek.org Dylan.Gross@nycirclek.org

Your Lieutenant Governor

Email Address T.B.A.

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This resource is brought to you by:

New York District Circle K

Club Building Committee

Dylan Gross, Chair

Dylan.Gross@nycirclek.org

www.issuu.com/dylan.nyck